Job Description

SUMMARY: The Administrative Assistant assists faculty, staff, and students in the Department of Teacher Education with clerical and administrative duties in order to effectively deliver the academic programs to students, and support accreditation and program approval efforts.

DUTIES & RESPONSIBILITIES:

• Provide administrative assistance for the delivery of all Teacher Education programs; Associate, Bachelor’s, and Alternative Licensure Certificate
• Provide administrative assistance to the Chair, the faculty, adjunct faculty, and staff.
• Provide initial contact between the department and customers (students, faculty, staff, and general public) by answering phones, answering questions, taking messages, greeting visitors, and distributing general information regarding programs and courses. Screen and prioritize calls when necessary. Relay messages to appropriate persons.
• Manage calendars, and make travel and meeting arrangements.
• Operate office machines as needed in the performance of duties, including personal computer, printer, copier, fax machine, binding machine, and calculator.
• Assist with inventory of department supplies and equipment, prepare purchase requests for supplies, and prepare forms necessary for departmental administrative support.
• Assist in monitoring departmental budget(s) through knowledge of ordering system, tracking purchase requisitions, purchase orders, shipping documents, invoices, bookstore purchases, storeroom requisitions, and other financial documents approved by supervisor.
• Assume primary responsibilities for pick-up and distribution of mail.
• Prepare student application packets and distribute them to prospective students.
• Assist with the coordination of education student orientations.
• Assist and provide support to the Chair with correspondence, reports, proposals, and manuscripts.
• Assist with annual reports for regulatory and accrediting bodies.
• Set up and maintain all student files.
• Maintain confidentiality of information in compliance with federal HIPAA rules, as well as student records in compliance with FERPA.
• Coordinate entrance and exit interviews and events with faculty and staff.
• Prepare contracts for the Department of Teacher Education.
• Maintain minutes and files for Faculty meetings, Curriculum meetings, Committee meetings, and Community Advisory Board Meetings.
• Prepare letters of appointment, assist faculty with book adoptions, and enter program schedules each semester.
• Assist students with registration activities.
• Assist adjunct faculty with instructional-related tasks as needed.
• Coordinate weekend courses to include work orders and assistance to adjunct faculty.
• Help oversee work-study students.
• Perform other related duties as appropriate or required.

MINIMUM JOB REQUIREMENTS:

• High school or GED diploma. Three years of general clerical secretarial experience.
• Proficient in MS Office Suite.

PREFERRED QUALIFICATIONS:

• AA degree.
• Experience as an Administrative Assistant.

KNOWLEDGE, SKILLS, and ABILITIES:

• Ability to provide exceptional customer service;
• Knowledge of supplies, equipment, and/or services ordering;
• Ability to create, compose, and edit written materials;
• Skill in the use of operating office equipment;
• Ability to understand and follow specific instructions and procedures;
• Records maintenance skills;
• Ability to maintain confidentiality of records and information;

• Computer proficiency in MS Windows and MS Office including Access, Excel, Word and Adobe Acrobat preferred.
• Ability to communicate effectively both orally and in writing. Bilingual preferred.
• Excellent inter-personal communication skills and the ability to work well with all levels of management, students, faculty, and staff, as well as outside clients and vendors.
• Sensitivity to confidential matters is required.
• Ability to coordinate office activities and to multi-task effectively.

PHYSICAL DEMANDS:

• Limited physical effort required;
• Occasional prolonged standing is required;
• Occasional lifting up to 25 pounds;
• No or very limited exposure to physical risk.

WORK ENVIRONMENT: Work is normally performed in a typical interior/office work environment.

APPLICATION PROCEDURE: A complete application must include: 1) a letter of interest; 2) a resume; 3) names/address/telephone numbers of 3 professional references

Required application materials should be sent to: humanresources@nnmc.edu.

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